To stimulate coordination in a complex environment like an organisation, innovative information and communication are very important. This includes the use of the internet, electronic mail, view groups and chat or direct online contact. It is thus believable that ICT enables organisations to decrease costs and exercise capabilities and thus enhances organisation coordination. This paper sets to provide the positives as well as the shortfalls of ICT and information systems on the effectiveness of communication in organisations. Let’s look at effective ICTs in Organisations.
Firstly, an understanding of new technologies shows that this refers to electronic devices, information and communication technology (ICT) and Information Systems. This further entails projectors, electronic mails, phones for direct online communication, microphones and the world wide web. An organisation is a systematic arrangement of people engaged in cooperation action, trying to achieve the same goal or objective. This means that communication is fundamental to the success of a business or organisation.
Halone and Crowstone (1994) posit that “A first business trend is to use information and communication technologies (ICT) to decrease costs and increase capabilities.” This means that the use of ICT will yield positive results for an organisation. Such communication in organisations takes place in meetings, interviews as any other situation in the directing, process, decision making, controlling and staffing process. Thus, this also proves the importance of new technologies in communication in an organisation.
Furthermore, Mcqnail (1987) contends that “One clear promise of the new technologies is an increase in communication of all kinds, between individuals and also between persons. To support his view, one can consider the use of electronic mail as a communication median. Email can be used to provide information to a singular person or to strategically distribute information to any number of employees or members of an organisation. They also make communication faster, and there is a need to walk around the premises delivering letters of messages. Thus, new technology on this instance enables one to communicate almost instantly and at negligible cost with any of the organisation staff.
Also, development in technologies such as the worldwide and electronic data exchange devices can be seen as possible development towards an effective, secure, efficient and fast way of coordinating when dealing with information-intensive processes. These developments have also been positive impacts on the effectiveness of communication like the exchange of documents with dropbox and virtual meetings with zoom, just to mention a few effective ICTs in organisations.
Still outstanding is the use of projectors or video conferencing to enhance communication, Moore (1996) suggests that video conferencing means that face to face communication can be simulated and synchronous communication can take place. This can provide opportunities for interpersonal communication with the removal of geographical boundaries. Thus, new technologies are of great benefit and importance in dialogue in any organisation.
On the use of projectors as communication aids, it is clear that these devices have significant positive impacts can effective communication. These visual presentations, in meetings, for example, help to clarify, simplify and exemplify the intended messages, information or data. This way, time for explaining and a degree of boredom is reduced. Thus, new technologies offer great opportunities for enhancing communication in an organisation.
Furthermore, the use of a microphone cannot be overlooked. This is an electronic device that enhances the audio effect. For instance, where there is an address or meeting, and a lot of employees attend the gathering, people at the other far end would not be able to hear what he or she says. Here, a microphone and speakers will prove useful. These can be utilised in organisations to effectively send and receive information where a large crowd is involved, defying barriers to effective communication such as noise.
Phone calls also play an essential role in organisational communication. This is so because it facilitates and supports interpersonal communication. For managers, interpersonal communication represents their most frequent workplace activities. Because such people may happen to be busy, engaged to other organisation related functions, these are needed for a device that would enable the managers and employees to communicate interpersonally. Phone calls here play an essential part. Besides facilitating feedback, online requests or telecommunication reduce the barrier of noise for effective communication (Hengs:2001).
Internal Relay Chat (IBC) enables people to converse either in groups or one on one in chat rooms. Ness groups also would allow people to file articles or comments or pictures about a whole host of different subjects about the operation and matters of the organisation. Thus the employer and employees are up to date with developments of and on the organisation (Mann,1999)
However, Moore (1996) argues that “although the use of information and communication technologies (ICT) lowers coordination costs, it also increases the complexity of coordination”. This is because more coordination processes are used due to more departments that are involved resulting in more communication activities, and more information to be taken into consideration when making decisions. Thus, information technologies present this shortfall which may cause mismanagement.
Over and above, effective ICTs in organisations enable businessses to decrease costs and increase capabilities to shape organisational coordination. It presents a variety of benefits to organisations such as ease coordination, fastness, and efficient apart from reducing costs. These technologies, however, come with complexity of coordination as a shortfall. This does not entirely discredit the positive impacts of new technologies on communication in organisations.